Office Manager

Fujitec America, Inc.; United States; On-site; USD 55,000 - 75,000; Full time

Job summary

Fujitec America, Inc. is seeking an Office Manager to coordinate branch administrative functions, including finance, HR, payroll, and service operations. You will ensure compliance with corporate processes and local procedures.

The role requires strong organization, communication, and problem-solving skills, with the ability to manage vendor relations, accounts payable and receivable, and payroll processing every week.

Qualifications

• High School Diploma required.
• Minimum 3 years in finance and/or office management.
• Strong organizational and communication skills.

Responsibilities

• Oversee day-to-day branch administrative functions.
• Manage service dispatching and maintenance tickets.
• Administer accounts payable and invoicing processes.
• Handle HR tasks including payroll and onboarding.
• Maintain vendor relationships and reporting.

Skills

Technical Knowledge

Teamwork

Communication

Attention to Detail

Decision Making

Problem Solving

Planning & Organizing

Education

High School Diploma

Tools

ADP

HRIS

Job description

Office Manager

JOB SUMMARY Responsible for successfully managing a branch offices administrative processes which include finance union employee human resources and payroll This position exercises discretion and independent judgement with respect to matters of significance

ESSENTIAL DUTIES

• Office Management Manage the day to day administrative functions of the branch ensuring that corporate processes and local branch procedures are followed
• Manage service dispatching and the creation of callback and preventative maintenance tickets
• Assist mechanics with issues encountered with service tickets and ensure they are properly resolved for time entry and payroll
• Update service routes in system as needed
• Maintain records of company vehicles and drivers auto claim reports fuel cards and toll passes
• Follow the corporate process for injury and liability claims reporting and yearly OSHA reports
• Maintain claim files compile data regarding claims and work with Corporate Safety department
• Coordinate maintenance of office equipment
• Maintain contact with outside vendors and corporate headquarters
• Conduct research compile and generate reports
• Finance Manage accounts payable process including researching purchase orders maintaining packing list and invoice files coordinating invoice approval and routing to corporate AP department
• Manage the service accounts receivable processes which include maintenance repair and billable invoicing; credit memos; and credit card payment vouchers
• Provide statements for customers manage unapplied cashcredits and work with corporate finance to resolve AR issues
• Manage location service holds dispatch status in Vision
• Maintain customer billing info including invoice settings contacts purchasework orders billing rates and discounts
• Generate monthly construction andor modernization AIA payment applications schedule of values and waivers
• Enter billings into Fujitec system and customer portals if applicable
• Maintain accounts receivable ledgers
• Create and issue purchase orders
• Human Resources and Payroll Administer union new hire onboarding HR forms safety information and company policy
• Act as company representative for I 9 and E Verify; coordinate drug testing; set up and train employees on safety app expense app phone and email
• Accurately set up and maintain union employee information in Fujitec system and HRIS
• Enter and maintain deductions pay increases union benefit information and terminations
• Manage weekly union payroll process
• Enter construction employees hours and job coding
• Ensure proper processing in Fujitec system and transmittal in ADP
• Manage and record employee PTO hours taken and ensure proper bi annual and termination payouts

This job description is not intended to be all inclusive and the employee will also perform other reasonably related business duties.

DIRECT REPORTS

1 Administrative Coordinator

JOB QUALIFICATIONS AND REQUIREMENTS

• Education High School Diploma
• Experience Minimum 3 years in finance andor office management
• SKILLS/CORE COMPETENCIES Technical Professional Knowledge Teamwork and Cooperation Communication Attention to Detail Decision Making Problem Solving Planning and Organizing

WORK ENVIRONMENT AND EXPECTATIONS

Job duties are performed mainly within an established office environment under normal lighting and climate controlled tolerances The noise level in the work environment is usually low to moderate Requires prompt reliable regular and in person attendance at the office to oversee shared services functions andor employees normally achieved by working standard business hours Certain positions will require a flexibility of working hours to meet the demands of the job and the direction of the manager The work environments are representative of those an employee encounters while performing the essential functions of this job Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

PHYSICAL REQUIREMENTS

• Prolonged periods of standing and walking
• Prolonged periods sitting at a desk and working on a computer
• Must be able to lift up to 15 pounds at times

This job description does not constitute a written or implied contract of employment This job description is not intended and should not be construed to be an exhaustive list of all responsibilities skills efforts or work conditions associated with the job Furthermore the employer may revise or change job duties and responsibilities as the need arises Fujitec America is an equal opportunity employer All qualified applicants will receive consideration for employment without regard to race color religion sex sexual orientation gender identity national origin age pregnancy genetic information disability status as a protected veteran or any other applicable statutorily protected group status under local state or federal law In compliance with federal law all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire Applicants must be authorized to work for any employer in the US We are currently unable to sponsor or take over sponsorship of an employment visa